Preserve article revision history and contributor identities across workspaces
under review
Federico Marafin
When creating a new workspace by copying an existing one, all contributors and the article revision history are lost. Additionally, if a contributor’s account is later removed from the team accounts (e.g., they no longer need edit access and are reverted to reader), their name is replaced with “anonymous.” This makes it difficult for documentation managers and readers to identify who contributed to an article and who to contact for more information. Checking other workspaces to reconstruct an article’s history is also cumbersome.
Feature requests:
A: Preserve article revision history when copying articles from another workspace.
B: Maintain contributor names within the article, with tools to manage them (add/remove manually)
C: Ensure removing an editor does not convert their identity to “anonymous” in the contributors list or revision history.
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D360 Product Management
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under review
Mohamed Shakheen
Hi Federico
Thanks for outlining these points clearly. We understand the challenges that arise when copying workspaces or managing contributor access - losing article revision history and contributor details can make it harder to track ownership and accountability.
A: Preserving revision history
- We recognize the importance of maintaining version context when duplicating articles across workspaces. This enhancement would provide better traceability and continuity for documentation teams, and we’ll assess its feasibility. B: Managing contributor identities
- The suggestion to manually manage contributor names (add or remove) is noted. This would improve control and accuracy over attribution, especially in collaborative documentation environments. C: Handling contributor removal
- When an editor is removed, the system currently replaces their name with “anonymous” for data integrity. To retain their identity without granting active access, we recommend using the Deactivate
feature instead of removing the user. This keeps their name visible in contributor lists and revision history while restricting future access. (https://docs.document360.com/docs/managing-team-account#deactivating-and-reactivating-a-team-account)We’ll review the overall feasibility of A and B, and track customer traction to determine prioritization for future releases.
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harald dersch
Mohamed Shakheen One potential drawback I see with your suggestion C (to deactivate contributors instead of removing) is that they still exist in the system and therefore count towards the contributor account limit. Over time, you may run out of active contributor accounts.
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harald dersch